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Sales Application Form

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Sales Application Form

1. Seller and Buyer Identification

2. Credit and Payment Information

Requested Credit Limit:

Payment Terms Requested:

3. Trade References

Reference 1

Reference 2

Reference 3

4. Product / Service Order (Requested)

Item Description Quantity Unit Price Line Total

5. Delivery, Risk of Loss, and Acceptance

Requested Delivery Date:

Shipping Method / Carrier:

Risk of loss and title shall pass to Buyer upon delivery in accordance with the agreed shipping terms. Buyer acknowledges responsibility for insurance from the time of shipment unless otherwise agreed in writing.

6. Warranty, Returns and Refunds

Seller warrants that products will conform to Seller's written specifications and be free from material defects for a period of from date of delivery. Warranty is limited to repair or replacement at Seller's option. Exclusions: consumables, damage from misuse, alteration, or improper installation.

Return authorization must be obtained in writing prior to return. Shipping for returned goods is the responsibility of the party specified in the return authorization. Refunds are subject to inspection and may be prorated for use or damage.

7. Payment Terms, Late Payment and Security Interest

Unless otherwise agreed in writing, invoices are due in accordance with the Payment Terms Requested above. Past due amounts shall incur interest at the lesser of 1.5% per month or the maximum permitted by law, together with costs of collection, including reasonable attorney fees. Seller retains a purchase money security interest in goods and proceeds until payment in full.

8. Limitation of Liability; Indemnity

Seller's liability for any claim arising from or related to the sale of goods is limited to direct damages not to exceed the purchase price of the goods giving rise to the claim. In no event shall Seller be liable for consequential, incidental, special, exemplary or punitive damages. Buyer shall indemnify and hold Seller harmless from third-party claims arising from Buyer's use, modification, or resale of the goods, except to the extent caused by Seller's gross negligence or willful misconduct.

9. Governing Law; Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the state of without regard to its conflict of laws principles. Parties agree that any claim or controversy shall be resolved in the state or federal courts located in that state unless otherwise mutually agreed in writing.

10. Certifications and Authorization

By submitting this Sales Application Form, Buyer certifies that the information provided is true, complete, and accurate. Buyer authorizes Seller to make inquiries necessary to verify credit and financial information, including contacting the trade references and obtaining credit reports. Buyer agrees to notify Seller promptly of any material changes to the information provided.

Buyer hereby represents and warrants that it has authority to enter into this Sales Application Form and to bind the Buyer to the terms contained herein. Seller's acceptance of this application may be conditioned upon Seller's credit review and may be revoked at Seller's discretion.

Buyer - Printed Name:

By:

Date:

Seller - Printed Name:

By:

Date:

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What the Sales Application Form Is and when it’s used

A Sales Application Form is a structured document used to capture prospective customer details, purchase intent, pricing terms, credit and billing information, and internal approvals required to convert leads into orders. It standardizes data entry for sales teams, supports underwriting or credit checks, and creates a permanent record of negotiated terms that can be attached to contracts or invoices. The form may be paper or electronic and often includes checkboxes, numeric fields, signature blocks, and optional attachments such as proof of identity or purchase orders.

Why using a standardized Sales Application Form matters

A standardized form reduces errors, shortens review cycles, and preserves a consistent audit trail for approvals, pricing, and credit decisions. It also creates a single source of truth for downstream teams such as finance, compliance, and fulfillment.

Why using a standardized Sales Application Form matters

Typical users and stakeholders for this form

Sales Application Forms are completed and reviewed by a mix of sales, credit, legal, and operations stakeholders depending on the organization and transaction size.

  • Sales representatives and account executives — Gather prospect details, product selection, and pricing information to initiate the sales process.
  • Credit/finance teams — Review payment terms, run credit checks, and set credit limits before approval.
  • Sales managers and approvers — Authorize discounts, special terms, or exceptions per company policy.

Clear role separation speeds processing and reduces rework: the submitter provides inputs, finance verifies credit, and a final approver authorizes nonstandard terms.

Who may sign on behalf of a company

Sales Manager — Authorized Signer

A Sales Manager with delegated authority typically signs approvals for discounts and nonstandard terms. Ensure their signing authority is recorded in internal policy and that the signature matches corporate delegation documentation.

Finance Director — Credit Approval

A Finance Director or designated credit officer signs or initials credit approvals and payment terms. Their signature indicates credit checks were completed and billing instructions verified.

Essential parts of a professional Sales Application Form

A complete form balances customer data, commercial terms, verification steps, and signature capture so that downstream teams can act without follow-up.

Customer Details

Full legal name, billing and shipping addresses, tax ID or EIN, contact name, phone, and email so invoices and tax reporting can be issued correctly.

Order Summary

Line items, quantities, unit prices, discounts, taxes, and total amount; this section should reference SKU numbers and any applicable pricing tiers or promotional codes.

Payment and Credit

Requested payment method, credit terms, purchase order number, and existing credit limit; include backup instructions if credit is pending or declined.

Approvals & Exceptions

Fields for manager approval, discount authorization, and legal exceptions with signature, printed name, and date to document who approved nonstandard terms.

Supporting Attachments

Space to attach documents such as PO, ID, W-9, proof of insurance, or contractual exhibits referenced by the application.

Signature & Audit

Clear signer blocks, date fields, and an audit trail that records signer identity, timestamp, and method of signing for enforceability and recordkeeping.

Required data fields at a glance

Legal Name: Company or individual legal name
Contact Info: Phone, email, mailing address
Tax Identifier: EIN or SSN/TIN
Order Total: Currency amount
Payment Terms: Net 30, COD, or prepay
Signer Role: Title and authority level

How to complete the Sales Application Form — step by step

Follow these steps to ensure the form is processed quickly and reduces the need for clarifying follow-up.

  • 01
    Enter customer data: Provide full legal name, address, contact details, and tax ID.
  • 02
    Specify the order: List SKUs, quantities, unit prices, discounts, and total.
  • 03
    Attach documents: Include PO, ID, W-9, or other required attachments.
  • 04
    Sign and date: Authorized signer completes signature block and date field.

Typical online workflow settings for e-submission

Configure the online workflow to collect fields, attach documents, route approvals, and capture signatures automatically.

Field Configuration
Required Fields Mark legal name, tax ID, and order total as mandatory
Attachment Rules Require PO or ID when transaction exceeds threshold
Approval Routing Route to credit team then manager for exceptions
Signature Capture Enable eSignature and timestamps on completion

Digital signing and submission considerations

Choose a platform that supports secure eSignature capture, file attachments, and an audit trail compatible with your compliance needs.

  • File formats: PDF, DOCX accepted
  • Integrations: CRM and ERP connectors
  • Authentication: Email, SMS, or stronger

Ensure the platform supports your mandatory security and compliance requirements such as HIPAA BAA if handling protected health information, API access for system integrations, and a documented audit trail for each signed record.

Where to submit the completed Sales Application Form

Choose submission targets based on internal routing: CRM, finance, or an approvals queue. Below are common destinations and their handling purpose.

  • CRM Upload: Store prospect data and attach the signed form to the account record
  • Finance Inbox: Route for credit check, billing setup, and invoicing
  • Legal Review: Send only when nonstandard terms or exceptions exist
  • Document Repository: Archive the final signed PDF for retention and audit

How a Sales Application differs from a Sales Contract

A Sales Application Form collects information and requests approval; a Sales Contract finalizes binding terms. Use the right document for each stage.

Criteria Sales Application Sales Contract
Purpose collect information create binding obligations
Binding Nature pre-approval request legally binding when executed
Typical Signers sales rep, approver authorized corporate signatories
Required Attachments po, credit docs contract exhibits, sow

Typical eSignature provider comparison for signing sales applications

Compare common pricing and compliance features across popular eSignature providers. signNow is listed first per comparison conventions.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Common processing timelines and internal deadlines

Establish clear SLA targets so sales, credit, and finance teams know expected turnaround times for application processing.

Submission Acknowledgement:

Within 24 business hours of receipt

Credit Check Completion:

Typically 2–3 business days depending on third-party providers

Manager Approval:

5 business days for standard exception requests

Finance Setup:

3–7 business days to create billing account

Final Response:

Standard SLA: 7–10 business days total

Common mistakes that delay processing

  • Incomplete or inconsistent legal names across documents which block tax reporting and credit checks and cause manual reconciliation delays.
  • Missing purchase order or incorrect PO number that prevents matching in the accounts receivable system and delays invoicing.
  • Uploading low-quality attachments or wrong file formats that require resubmission and increase processing time.
  • Using initials where the form requires full signature, creating questions about signer authority and requiring re-execution.

Consequences of incorrect or incomplete forms

Billing Delays: Invoices cannot be issued
Credit Holds: Orders may be paused
Tax Reporting Errors: Potential IRS penalties
Contract Disputes: Ambiguity in obligations
Compliance Exposure: HIPAA or industry breaches
Operational Costs: Manual correction and staff time

Real-world examples of Sales Application Form usage

These examples show how organizations used a standardized application form to streamline approvals and recordkeeping.

Optica Ventures (COO)

The team standardized data capture and reduced follow-up queries using a single form.

  • The interface was simple for customers.
  • The result: fewer missing fields, faster handoffs to finance, and a clearer audit trail for contract execution.

Martin Properties (Founder)

They moved lease and purchase intake online to remove paper bottlenecks.

  • Mobile signing supported onsite approvals.
  • Management reported consistent compliance and faster processing because forms arrived complete with attachments and verifiable signatures.

Frequently asked questions about Sales Application Forms

Answers to common questions about completeness, signatures, legal validity, and electronic submission for Sales Application Forms.


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